Checklist
An open enrollment checklist for brokers and HR.
Plan the employer’s enrollment window, assign owners and confirm the required notices separately. The timeline below is a suggested working schedule, not a compliance calendar.
Keep planning dates separate from required notices
The 90–120 day schedule below is a suggested employer workflow. Do not copy an individual Marketplace enrollment calendar onto a group plan or treat the checklist as a complete legal notice schedule.
CMS SBC guidance, question 9 ties the Summary of Benefits and Coverage to enrollment materials. When participants actively renew or can change options, distribute it with the open-season materials. Automatic-renewal timing is generally 30 days before the new plan year, with an accommodation for certain late-renewed insured policies; check the guidance and the account's situation.
Special enrollment continues outside the annual window. The Department of Labor HIPAA FAQ describes 30-day request periods for qualifying loss of coverage or specified life events, and 60-day periods for qualifying Medicaid/CHIP events. Confirm which event and plan rules apply.
Turn this into an account checklist
For every task, record an owner, due date, governing source, delivery method and completion evidence. For an invented January 1 renewal, choosing a November election window does not establish when each disclosure is due. HR and the plan administrator should confirm those dates before the employee announcement.
Before closing enrollment, compare submitted elections with carrier acknowledgments and payroll deductions. Log rejected records, coverage effective dates, unresolved dependents and the owner of each correction. Then use the invoice reconciliation template to check the first full-month bill.
Open enrollment timeline
Planning & Strategy
Plan Design & Approval
Communication Prep
Pre-Enrollment
Active Enrollment
Finalization
Planning targets to agree with the client
Employee communication templates
Announcement email
Initial communication; a common approach sends it 2-3 weeks before OE opens. Highlights key changes and dates.
Benefits guide
Comprehensive plan comparison with costs, coverage details, and decision support.
Reminder emails
Mid-period and final deadline reminders. Target non-completers specifically.
Confirmation
Post-enrollment confirmation with elected benefits summary and next steps.
Common open enrollment mistakes
Starting Too Late
Rushing leads to poor plan selection, missed negotiations, and stressed employees.
Poor Communication
Single email announcements result in low engagement and confused employees.
Ignoring Dependent Verification
Ineligible dependents cost employers thousands. Verify annually.
Skipping Post-Enrollment Audit
Enrollment errors create year-long headaches. Always audit before submitting.
Make open enrollment effortless.
Planlined automates plan comparisons, contribution modeling, and proposal generation—so you can focus on your clients, not spreadsheets.
Frequently asked questions
When should open enrollment planning begin?
A useful planning target is 90-120 days before renewal, adjusted for carrier lead times and employer approval. This allows time for carrier negotiations, plan design changes, and employee communication preparation.
How long should open enrollment last?
Employers often plan a 2-4 week election window, but this is a planning choice, not a universal legal requirement. Confirm the plan rules, carrier cutoff, payroll setup and required disclosures before announcing dates.
What are the most common open enrollment mistakes?
Common mistakes include: starting too late, poor employee communication, not explaining plan changes clearly, missing dependent verification, and failing to confirm carrier eligibility files.